Job Description Summary

Job Description

OPEN UNTIL FILLED

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range:
Hiring Range: $20.10 - $23.62 Per Hour
Pay Range: $20.10 - $27.14 Per Hour

Range Explanation:

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors including your skills qualifications experience education licenses training and internal equity.

• Pay Range is the entire compensation range for the position.

The first review of applications will be on 5/30/2025.

THIS IS A GRANT-FUNDED POSITION ENDING NOVEMBER 2027.

The Pima County Health Department is seeking a dedicated and detail-oriented Administrative Specialist I to join our Vital Records Division. This role is essential in processing and maintaining birth and death records while ensuring compliance with state and county regulations. You will review and verify documentation assist the public with record amendments and coordinate with hospitals funeral homes and government agencies. Additional responsibilities include managing specialized databases compiling reports notarizing legal documents issuing burial and cremation permits and processing financial transactions with accuracy and confidentiality.

This position offers a dynamic and impactful opportunity for an experienced administrative professional who thrives in a fast-paced environment. You will also provide training and mentorship to staff while ensuring the efficient operation of the division. With a greater degree of autonomy than an Administrative Assistant III and a specialized focus beyond an Administrative Specialist II this role is ideal for someone looking to advance their career while serving the community. If you are organized detail-driven and passionate about public service we encourage you to apply today!

Selected candidates will be required to obtain a level 1 fingerprint clearance prior to the start of employment and retain valid status throughout employment.

Essential Functions:

As defined under the Americans with Disabilities Act this classification may include any of the following tasks knowledge skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the departments need and will be communicated to the applicant or incumbent by the supervisor.

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff and acts as an internal departmental coordinator for support activities such as personnel purchasing payroll or program specific functions;

• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies or refers questions to appropriate staff;

• Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues;

• Coordinates schedules and organizes unit program or departmental calendars and meetings;

• Leads and participates in the preparation and processing of accounting documentation such as requisitions purchase orders claims and fund transfers;

• Creates maintains and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports;

• Coordinates and monitors standard departmental Intergovernmental Agreements (IGA) contracts and other obligatory agreements with affected agencies contractors and service providers;

• Researches compiles and performs initial analysis of information and prepares routine recurring and special reports correspondence memoranda personnel forms operations manuals and other documents for supervisory review and approval;

• Compiles and summarizes statistical and operational data and prepares periodic and special reports;

• Compiles information utilized in unit budget preparation monitors miscellaneous expenditures and reports to supervisor on program budget activities;

• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created;

• Establishes and maintains specialized reference files and reference materials.

Minimum Qualifications:

Bachelors Degree from an accredited college or university with a major in public administration business administration management or a closely-related field as defined by the department head at the time of recruitment.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

One year with Pima County as an Administrative Assistant III Administrative Assistant Supervisor or closely-related professional administrative classification.

Qualifying education and experience must be clearly documented in the Education and Work Experience sections of the application. Do not substitute a resume for your application or write see resume on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies specifically addressing the required and preferred qualifications.):

• Experience with creating or amending vital records.

• Experience training staff on creating and amending vital records.

• Experience with Arizona Administrative Codes and Revised Statutes.

• Experience compiling data and completing reports.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

Licenses and Certificates:Valid driver license is required at time of application. ValidAZdriver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicants suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services review and approval of the candidates driving record.Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial/promotional probation. Failure to maintain the required licensure shall be grounds for termination.

Special Notice Items: The County requires pre-employment background checks. Successful candidates will receive a post-offer pre-employment background screening to include verification of work history education and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

EEO Information:Pima County Government is an Equal Employment Opportunity employer.We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race color religion national origin age disability gender sexual orientation kinship political interest or any other characteristic protected by law.